Importance of Business Communication Conclusion and Recommendation - Excel

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					Sector              Horizontal or project specific
         Evaluation period      Category                   Conclusion                               Recommendation                      Responsible       Deadline    De-briefing reaction

          2006-2007 Horizontal Indicators
Internal Market                             Objectives and their indicators, as well      Conduct an ex-ante review of the         1) NAC 2)             1) ASAP 2)   1) Will be forwarded by the NAC to
                                            as results in the PF are sometimes not        indicators of the TF 2006 projects to    Beneficiaries of TF   Next MR      the Norwegian/EEA officials 2) Will
                                            realistically formulated and not              assess whether these could be            2006 projects                      be featured in the next MR
                                            achievable by the end of a project.           realistically achieved by the end of
                                                                                          2009. This recommendation should be
                                                                                          passed to the officials implementing the
                                                                                          Norwegian/EEA Financial Mechanisms,
                                                                                          as well.

          2006-2007 Horizontal Budget
Internal Market                             The feasibility of a project and its value-   Conduct feasibility studies taking into  Beneficiaries         Next MR      1) If FSs have already been
                                            for-money can be maximized by an              account potential price increases,                                          conducted (TF 2005), these will be
                                            adequate feasibility study (FS). If no        possible saving measures and detailed                                       checked to see whether they indeed
                                            feasibility study is conducted some of        needs of a beneficiary (e.g. Training                                       include all the partscmentioned. This
                                            the project activities may not be carried     Needs Assessments). It should also                                          will be reported in the MR 2) For the
                                            out if the budget is exceeded.                include the possibilities for additional                                    TF 2006 project FS, it will be
                                            Reallocations between the components          financing in case severe price increases                                    secured that it includes all the parts
                                            of a project can add to its value-for-        have occurred in the recent past.                                           mentioned. This will be reported in
                                            money, as well.                                                                                                           the MR.


Internal Market
          2006-2007 Horizontal Work and schedule
                                          Insufficient preparations cause                 Conduct more detailed market research Beneficiaries/MoEAaC By the time of   For TF 2005 and 2006 projects – the
                                          procurement failures, project                   before the launch of a tender (to make                     the              persons preparing the TDs should
                                          management problems, problems with              sure that the tender will appeal to                        publishing of    take it into account during the
                                          delayed works etc. which result in the          potential contractors) or signing of a                     the tender       preparations (beneficiaries should
                                          late achievement of a project’s purpose         contract (to include stipulations for                                       inform them about that)
                                          (or could even lead to non-achievement          avoiding contractual delays as much as
                                          in case of a negative scenario).                possible). Plan the activities of a project
                                                                                          allowing for some “buffer” time for
                                                                                          possible delays or unpredictable
                                                                                          circumstances.
          2006-2007 Horizontal Work and schedule
Internal Market                           Sometimes eligibility has not been             SCs should have an important role in         SCs                      Continuous,    The SC meeting minutes will be
                                          clearly defined or checked and some            taking decisions regarding eligibility                                applying for   made more detailed in this respect.
                                          activities are not specifically attributable   questions. If no clear stipulations exist in                          all the SC
                                          to a particular project.                       the PF or these have to be changed, it                                meeting
                                                                                         has to be done via a clearly documented                               minutes
                                                                                         decision by a SC, showing how the
                                                                                         additional activities will help to achieve
                                                                                         the PP. To begin with SCs should
                                                                                         review whether the eligibility of the
                                                                                         actions of their projects so far is clear,
                                                                                         derived from the PF and helps to
                                                                                         achieve the PP.


          2006-2007 Horizontal Sustainability rainings are good tools for achieving
Internal Market                             T                                            Prepare job aids (Every participant         1) NAC for forwarding     Preparations   Information should be sent to the PO
                                            the capacity increase of a large target      makes this job aid individually or as a     the information 2) 2006   of TDs of      list. PO-s should follow up that the
                                            group but their sustainability has not       result of group work during the training    TF projects               TF2006         TDs of the TF 2006 projects include
                                            been guaranteed in a structured              in the framework of which the trainer       beneficiaries for         projects       these notions.
                                            manner. Concrete tools to be used in         guides the participants to translate the    implementing it – to be
                                            one’s everyday work after the trainings      training material into the everyday         followed up by the Pos
                                            would increase the degree of                 working situation of the participants) to
                                            sustainability.                              be used after the trainings have been
                                                                                         finished. These can include guidelines,
                                                                                         schemes, procedures etc. Include the
                                                                                         training of trainers component into the
                                                                                         projectdesign. If possible plan
                                                                                         internships with SF allocations.


          2006-2007 Horizontal Sustainability ome projects have good possibilities
Internal Market                             S                                            Compile a special sustainability plan in    1) 2005/2006 TF           Next MR        1) Beneficiaries/PMs should compile
                                            for sustainability since they are based      the beginning/if necessary during the       projects                                 the plans 2) MoEAaC should report
                                            on strategies and/or longer term             implementation of a project – incl. e.g.    beneficiaries/PMs 2)                     on the plans
                                            additional financing.                        which concrete initiatives should follow    MoEAaC
                                                                                         after the completion of the project, what
                                                                                         kind of future projects there could be,
                                                                                         who should take initiative and when.
          2005-2006 Horizontal Scope
Internal Market                            Several Twinning projects have been         When programming Twinning projects in MoEaC, NAC   Before         The recommendation will be taken
                                           characterised by complicated designs        the sector, choose a more simple                   approval of    into account and implemented if
                                           leading to scattered allocation of funds.   design, consolidated activities and less           TF      2006   possible with regard to TF 2006 and
                                           Some of the activities which could have     experts in order to guarantee cost-                Twinnings      also TWL 2005.
                                           been combined are, for example Flag         effectiveness and easier administration
                                           State Control and Port State Control or     of a project
                                           HRD activities (despite the fact that the
                                           beneficiaries were different) for the
                                           Phare 2002 maritime project



          2005-2006 Horizontal Work and schedule Twinning and TA projects have
Internal Market                           Several                                      Make sure that PFs contain as little MoEaC, NAC    Finalisation The recommendation will be taken
                                          experienced delays starting with the         unnecessary detail as possible (e.g.               of TF 2006 into account and the level of detail
                                          need to alter the PF, sometimes several      expert profiles and numbers) and                   programming will be lowered if possible.
                                          times                                        incorporate the opinions of experts in
                                                                                       the field already during programming
          2005-2006 Horizontal Budget
Internal Market                            In some cases, co-financing funds are      Carefully explain the requirements on MoF (CFCD, NAC),   Next reaction   The recommendation is considered
                                           spent on items not mentioned in the PF.    allocating and spending co-financing SCs, NAO            to quarterly    to be very useful. Starting with the
                                           Information on the need to keep the co-    funds to Phare/TF beneficiaries and                      co-financing    last reporting period Ex-ante Unit in
                                           financing rate proportionate to Phare/TF   closely monitor the adherence to                         declarations    the CFCD also checks the co-
                                           funding is insufficiently known, leading   eligibility rules of activities reported to                              financing declarations and sends
                                           to inefficient use of state budget funds   have been covered by co-financing                                        them to NAO and NAC. NAO/NF
                                                                                      funds. SCs, and more generally also the                                  does not check the eligibility of spent
                                                                                      NAO, should have to approve co-                                          co-financing articles that do not
                                                                                      financed articles not specified in the PF                                feature in the PF. NF checks
                                                                                      before they are spent. SC meeting                                        separately from the CFCD the
                                                                                      minutes should clearly stipulate the                                     general financial progress of
                                                                                      decisions. NAO should check the                                          programmes/projects in terms of
                                                                                      contents of the quarterly co-financing                                   monitoring reports, co-financing
                                                                                      declarations in terms of eligibility as                                  declarations, requests of funds and
                                                                                      defined in the PFs.                                                      considers eligibility an issue for the
                                                                                                                                                               CFCD. CFCD´s opinion is that NAO
                                                                                                                                                               should have besides the CFCD
                                                                                                                                                               system its own control mechanism
                                                                                                                                                               for controlling co-financing
                                                                                                                                                               expenditures.



          2005-2006 Horizontal Work and schedule
Internal Market                           The projects in the Phare Transport sub-    The good-practice example from the MoEaC, MoC            Immediately     Attention was turned towards the
                                          sector featured frequent SC meetings,       PhareTransport sub-sector should be                                      necessity to convene Steering
                                          which is considered to be good practice.    followed by the other projects in the                                    Committees (SC) regularly. With
                                          Culture and ESC sub-sectors organised       sector: SCs should be organised at                                       regard to ESC sub-sector it was
                                          SCs much less frequently and often          least quarterly and be composed of                                       agreed to look over whether the
                                          combined them to cover several projects     decision makers as well as those aware                                   membership of the SC´s is justified.
                                          at the same time. Solving of tender-        of the details of the latest situation.                                  Members of too high position might
                                          related problems would have been more       Important decisions should be specified                                  not be able to participate when
                                          efficient if SCs would have been more       in a very clear and concrete form in the                                 necessary.
                                          frequent and separate per project.          SC meeting minutes.
                                          Although discussed during the SC
                                          meetings no concrete evidence exists
                                          for the official component cancellations
                                          for the Phare 2003 railways project.
          2005-2006 Horizontal Sustainability raining activities in several projects
Internal Market                             T                                           Training of trainers should become a MoEaC, Beneficiaries,     Next             Training of trainers is considered
                                            lack sustainability. For several outputs    standard feature of every institution- NAC – Mon.unit          Twinning         vital and will be implemented if
                                            of Twinning projects (e.g. manuals,         building project in this sector. In                            programming      possible.Recommendation with
                                            guides), it is not clear what happens to    addition, knowledge gained should be                           round            regard to Monitoring Reports is
                                            them after the project ends.                codified as much as possible, e.g.                                              already implemented. As of spring
                                                                                        through manuals and guides. In the                                              2006, such section is included into
                                                                                        Monitoring Reports, a section on                                                the report.
                                                                                        sustainability of finishing or finished
                                                                                        projects as well as for ongoing projects
                                                                                        should be included – beneficiaries
                                                                                        should indicate their plans to guarantee
                                                                                        sustainability


          2005-2006 Horizontal Budget
Internal Market                             Heavy pressures on the Estonian             Budget calculations for works for EU-     Beneficiaries, PO,   Programming      The recommendation is considered
                                            construction sector, both as a result of    funded projects should be based on a      (NAC), (CFCD)        of other EU      useful, more attention will be turned
                                            high private sector demands and the         conservative average of both Estonian                          and bilateral-   to budget calculations and price
                                            concurrence of several works-intensive      and foreign price indications including                        funded           levels monitoring.
                                            EU programmes have led to higher than       both a general inflationary element plus                       programmes
                                            expected price rises, magnified by large    a sector-specific cost-price-index. Price
                                            delays. These price increases have not      levels should be monitored as tendering
                                            been sufficiently monitored in the run up   approaches and extra co-financing
                                            to the tenders.                             should be reserved in time from the
                                                                                        beneficiary’s annual budget
          2005-2006 Horizontal Team
Internal Market                             Delays in start-up and tendering in the    The number of steps required to PO             ASAP during The recommendation was accepted.
                                            sector have been partly caused by the      communicate on issues that need                programming It was accepted that as well in PO as
                                            heavy workload of project leaders, staff   approval from several sides should be          TF 2006     project level heavy workload is an
                                            changes and overly long communication      kept to a minimum of 3, i.e. only one in                   issue and shall be subject to closer
                                            chains from beneficiary to the MoF and     addition to beneficiary and CFCD. A                        attention.
                                            back.                                      project leader should be available for at
                                                                                       least 50% of his time from the moment
                                                                                       the FM is signed with back-up being
                                                                                       made available in the form of a
                                                                                       colleague aware of the latest situation.




          2005-2006 Horizontal Indicators
Internal Market                             Project purposes, results and their        Organise a targeted seminar aimed at PO, NAC   ASAP during The Public Governance Policy
                                            indicators have often been formulated      “programming technique”, including             programming Department of the Ministry of
                                            vaguely and seldom adhere completely       among others the purpose and use of            TF 2006     Finance is organizing strategical
                                            to the SMART and QQTTP principles.         indicators, at the time of programming                     planning trainings where officials
                                            Achievement of objectives is therefore     EU assistance or project planning in its                   responsible for TF 2006
                                            difficult to assess precisely and          framework. Consult with colleagues                         programming could participate.
                                            corrective action during the project is    elsewhere in the Estonian administration                   Annika Hinno from the Public
                                            made more difficult as a result            with experience in the field during                        Governance Policy Department shall
                                                                                       programming.                                               be informed of the interest and
                                                                                                                                                  information on the trainings shall be
                                                                                                                                                  sent to PO-list.
          2005-2006 Horizontal Stakeholders everal projects suffered from unclear
Internal Market                           S                                           Greater emphasis should be put on PO, NAC                Start of TF   Recommendation will be taken into
                                          ownership during programming and at         proving the need of the project as well                     2005       account. Was considered as
                                          the beginning of activities, leading to a   as gauging the true commitment and                        projects,    responsibility of each respective
                                          lack of clarity as to which organisation    ownership on the beneficiary side during                programming    ministry.
                                          would have to take the initiative and a     programming. It should be made clear to                    TF2006
                                          less than pro-active attitude during        beneficiaries, experienced or not, that
                                          project implementation                      the successful start and implementation
                                                                                      depends on their initiative, demand the
                                                                                      provision of a dedicated project leader
                                                                                      (at least 50% of his/her time), brief
                                                                                      him/her personally on the basis of a
                                                                                      detailed plan of implementation (CFCD)
                                                                                      and give him/her the responsibility for
                                                                                      organising SCs in time, with key issues
                                                                                      prepared for decision.




          2005-2006 Horizontal Twinning partners projects saw the contribution of
Internal Market                           Several                                     Before selecting Twinning partners, Beneficiaries, PO       Next    Recommendation was accepted,
                                          their Twinning partners reduced as          more research should be carried out into                  Twinning more thorough research was
                                          compared to expectations due to key         the most suitable partners for Twinning                 programming considered useful.
                                          differences in systems in both countries,   (similarity of systems), using existing                    round
                                          already ongoing similar preparatory         contacts if possible, invite as many
                                          activities outside the context of the       suitable potential partners as possible to
                                          Twinning and initial failures to find a     bid and formulate concrete questions to
                                          Twinning partner in the first round         be answered by the Twinners, taking
                                                                                      account of institution building activities
                                                                                      likely to be already implemented by the
                                                                                      time the Twinning experts will have
                                                                                      been mobilised.
          2005-2006 Horizontal Stakeholders number of projects have suffered from
Internal Market                           A                                          Establish closer coordination within the Beneficiaries, PO        Next    Recommendation was accepted,
                                          a lack of information on the part of the   public administration (EE, the MoEAC                            Twinning more thorough research was
                                          (grant) beneficiaries in relation to the   and the MoF) and between the latter                           programming considered useful.
                                          compiling of tender documentation and      and the beneficiaries (especially grant                          round
                                          the exact way to interpret tender          receivers). This can be achieved by
                                          procedures. This has led to amplifying     organising a meeting for all grant
                                          the delays already incurred.               receivers and other project parties
                                                                                     before a project begins, where issues
                                                                                     related to project implementation would
                                                                                     be addressed. In addition relevant
                                                                                     documentation (forms, procedures)
                                                                                     could be available in the internet
                                                                                     (specific web-page).


          2005-2006 Horizontal Work and schedule TF 2004 flight safety project The contract of the PM should be Beneficiary
Internal Market                           For the                                                                                                  June 2007     The recommendation was accepted
                                          there is presently a discrepancy extended on time.                                                                     and the contract shall be extended.
                                          between the end date of the PM’s
                                          contract and the forecasted project
                                          implementation which will continue
                                          beyond the finalisation of the PM’s
                                          contract
          2005-2006 Horizontal Budget
Internal Market                            For the TF 2004 flight safety project Reallocate overestimated         funds   for Beneficiaries, PO,     After the Tender has been launched and
                                           funds have been overestimated for other purposes.                                  PAO                  conclusion of offers are due on 21st of February,
                                           contract 2.                                                                                              contract 2 thereafter decision could be made.
Follow-up (next MR)                                        Follow-up (next evaluation)              Status     Could be mainly         What aspects are relevant?
                                                                                                               addressed to...
Indicators are considered to be achievable.                Last evaluation so far        Relevant            NAC; Beneficiaries of           Conduct ex-ante
                                                                                                              TF 2006 projects;         analysis/evaluation of the
                                                                                                             Norweigian/EEA FM;            indicators set forth -
                                                                                                                  Swiss FM               especially regarding the
                                                                                                                                          upcoming Swiss FM.




No additional feasibility studies have been conducted. The Last evaluation so far        Relevant              Ministry of Finance          Consider enforcing a
market is considered to be stable.                                                                           (Managing Authority of     requirement that large (e.g.
                                                                                                                       SF)              Larger than 1-2 MEUR) SF
                                                                                                                                        projects (also ESF) need to
                                                                                                                                           conduct beforehand a
                                                                                                                                              FS/CBA. Special
                                                                                                                                       requirements for the content
                                                                                                                                         of the FS/CBA need to be
                                                                                                                                             developed as well.


Tender has not been published yet. Market research has     Last evaluation so far        Relevant               Beneficiaries of           Take into account the
been done.                                                                                                   different foreign aid /      recommendation while
                                                                                                                SF programmes           preparing the project plan.
This aspect has been made more detailed in the minutes      Last evaluation so far   Implemented   N/A                      N/A
of SC meetings




There are prepared seminar materials in the frames of TA Last evaluation so far      Implemented             N/A                        N/A
contract, these will be made available also after the project.




Recommendation considered and for TF2005 project            Last evaluation so far   Relevant         Ministry of Finance     While developing new SF
programming of new initiative project has started. There                                            (Managing Authority of measure decrees or Swiss
are measures created by special programs for                                                              SF; officials          fund regulations and
implementing audits; also there is one project foreseen for                                             responsible for      application forms include a
encouraging energy-audits to be carried out.                                                           developing Swiss     condition that each applicant
                                                                                                     fund); Line ministries should develop more detailed
                                                                                                   responsible for specific sustainability plans. While
                                                                                                             OP's.             conducting on the spot
                                                                                                                               verification review the
                                                                                                                                implementation of the
                                                                                                                                  sustainability plans.
Recommendation has been taken into account while       According to the     Implemented   N/A   N/A
programming TF 2006                                    MR the
                                                       recommendation
                                                       has been taken
                                                       into account while
                                                       programming TF
                                                       2006.




Recommendation has been considered and applied where According to the       Implemented   N/A   N/A
appropriate during the finalisation of TF 2006       MR the
programming.                                         recommendation
                                                     has been
                                                     considered and
                                                     applied where
                                                     appropriate during
                                                     the finalisation of
                                                     TF 2006
                                                     programming.
Follow-up was not described in MR                          The evaluators have encountered no Relevant       CFCD, NAO/NF            CFCD and NAO should
                                                           evidence of this recommendation                                           decide who will carry out
                                                           beingimplemented. The NAO does                                          additional checks related to
                                                           not plan to start checking                                              the eligibility of co-financing
                                                           cofinancing                                                                 as mentioned in the
                                                           on the content level or verifying the                                   evaluation recommendation.
                                                           eligibility of various cofinancing
                                                           articles.




The representation stage of the SC members is not          According to the                  Relevant       Ministry of Finance       Organise "Stakeholder
changed during the projects.                               MR 1) the                                      (Managing Authority of management" training for all
Please find the information of SC meetings at page 11 in   representation                                      SF; officials        key Final Beneficiaries, so
Ch III                                                     stage of the SC                                   responsible for      that the recommendation can
                                                           members has not                                      managing            be taken into action in the
                                                           been changed                                    Swiss/Norway fund);                future.
                                                           during the                                         Line ministries
                                                           implementation of                             responsible for specific
                                                           the ESC projects                                        OP's.
                                                           2) the ESC SCs
                                                           take place in a
                                                           combined form for
                                                           several projects at
                                                           the same time
                                                           (e.g. GSs) and
                                                           they are not held
                                                           quarterly (e.g.
                                                           Tartu park and
                                                           Tallinn park).
Recommendation taken into account and applied in further According to the                   Implemented     N/A   N/A
programming where appropriate.                           MR the
Monitoring Reports include the section of sustainability recommendation
                                                         has been taken
                                                         into account and
                                                         applied in further
                                                         programming
                                                         where
                                                         appropriate.
                                                         Monitoring
                                                         Reports include
                                                         the section of
                                                         sustainability.

Follow-up was not described in MR                         No new construction cases in the    Implemented   N/A   N/A
                                                          framework of Phare. The suggestion
                                                          was meant for beneficiaries while
                                                          programming other EU and bilateral-
                                                          funded programmes.
Recommendation taken into account – to addition to               According to the                 Implemented            N/A                        N/A
beneficiary and CFCD, there is only as third level –             MR the
approval of MoEAC.                                               recommendation
In all the projects covered in this monitoring report, project   has been taken
leader is hired or planned in PF to be hired before the          into account – in
activities start.                                                addition to
                                                                 beneficiary and CFCD, there is
                                                                 only a third level –
                                                                 approval of
                                                                 MoEAC.
                                                                 In all the projects
                                                                 covered in the
                                                                 MR, project leader
                                                                 is hired or
                                                                 planned in PF to
                                                                 be hired before
                                                                 the activities start.

Follow-up was not described in MR                                No specific                      Relevant        Ministry of Finance       Continue organising
                                                                 seminar in the                                 (Managing Authority of programming related trainings
                                                                 framework of                                             SF)             at least once per year to
                                                                 Phare/TF. In                                                           relevant audience within the
                                                                 terms of the SF                                                       MoF and from line ministries.
                                                                 seminars on
                                                                 indicators have
                                                                 been conducted
                                                                 and according to
                                                                 present plans
                                                                 these should
                                                                 continue.
In all the projects covered in this monitoring report, project   According to the        Implemented   N/A                      N/A
leader is hired or planned in PF to be hired before the          MR in all the
activities start                                                 projects covered
                                                                 in the monitoring
                                                                 report, project
                                                                 leader is hired or
                                                                 planned in PF to
                                                                 be hired before
                                                                 the activities start.




Beneficiaries are aware of this problem and this                 According to the        Implemented    CFCD; FB's which will      For CFCD - recommending
recommendation is taken into account                             MR the                                apply for Twinning Light; this to new FBs who will apply
                                                                 beneficiaries are                     State Chancellory who for Twinning Light; For State
                                                                 aware of this                           is managing the SF       Chancellory - include foreign
                                                                 problem and this                      measure "Administrative      partner acceptance letter
                                                                 recommendation                           Capacity Building"     requirement to the application
                                                                 has been taken                                                      (in case of cross-border
                                                                 into account                                                      capacity building projects)
                                                                 during the
                                                                 twinning
                                                                 programming
                                                                 round.
Follow-up was not described in MR                           No new TF grant                    Implemented   N/A   N/A
                                                            schemes. In the framework of the
                                                            SF these kinds of
                                                            meetings are, as
                                                            a rule, not
                                                            commonly
                                                            conducted.




The contract of the PM is extended.                         The contract of                    Implemented   N/A   N/A
                                                            the PM is
                                                            extended.




The modification of the Project Fiche has been sent to EC   The Project Fiche                  Implemented   N/A   N/A
for approval on 14th of August 2006.                        has been modified,
                                                            resources
                                                            reallocated and
                                                            approved by the
                                                            EC.
   Sector                                                  Lessons learned

Agriculture    When equipment needs are being defined at the project design stage in technically/ scientifically
              complex areas: (a). scientists from all relevant diagnostic disciplines should be involved; and (b).
              Feasibility studies should be used more systematically to inform equipment needs (Harmful Organisms).



Agriculture   When designing capacity-building project components, attention should be focussed on the institutional
              forms present in the relevant domains in other EU Member States. Crucially, an assessment should be
              made as to whether such institutions typically exist within the public, private or academic sectors. This
              should inform the decision as to whether Twinning Light or conventional service contracts should be used
              (Genotyping).
Agriculture   Genotyping projects should normally contain a promotional or awareness-raising component to help
              ensure the active participation of farmers, other animal owners and breeding associations within breeding
              programmes designed to reduce susceptibility to scrapie (Genotyping).
Agriculture   The cost of utilising new scientific equipment (including within the initial capacity-building phase of
              Twinning or Twinning Light) can be significant in terms of both day-to-day laboratory consumables and
              equipment required over the medium-term (e.g. reagents or other equipment). Scientific projects should
              therefore have a contingency budget for day-to-day consumables and more expensive medium-term
              equipment required to operate and maintain the equipment purchased through the Transition Facility.
              Where necessary therefore, additional co-financing should be planned into the annual state budget by the
              beneficiary institutions.
Environment The constructive intervention of the PO has ensured the solution of crucial issues related to the content
            and financing of several projects.
Environment The specialists of Strategy and Investment Department of the MoE responsible for the environment
            sector monitoring have regularly participated in the SC meetings and have a comprehensive overview of
            all the projects.
Internal      Publicity and information dissemination will significantly add to the impact of the projects. Following the
Market        best practice example of the tourism GS, it is useful to find opportunities for increased publicity (movies,
              booklets, information days, seminars etc).




Social        While searching for Twinning-partners, experience in the Social sector shows that the context and
              momentum of the topic in question plays an important role. This is even more so when the topic in
              question is very specific. In case the momentum (across Europe) and context for a specific topic are not
              advantageous, more attention should be paid to active lobbying and informing potential Twinning partners
              (providers) as in both cases the risk of a (too) low number of offers is bigger.




Social        Involving twinning partners in implementation of the social sector projects is well justified – the
              partnership has not been just formal, but has given significant added value to achieving the project
              purposes.
Justice       Flexibility in the use of co-financing funds might be reasonable and useful if the funds will be used to
              eliminate the bottlenecks identified during the project implementation
CSR III       It is advisable to combine into a single tender several Feasibility Studies only if these were within one
              sector/ field of activities, e.g., several Border Crossing Stations or water/ wastewater treatment plants,
              etc. It has proved to be inefficient to combine different project profiles into a single tender since it
              increases the complexity and diversity of activities.
CSR III   It is advisable that the Beneficiaries of larger scale works and supply projects allocate budget for external
          expertise in order to assist them with preparation of tender documentation, evaluation and contracting in
          order to ensure better quality of results.




CSR III   If the existing penalties are considered sufficient it is very important that the beneficiaries are thoroughly
          briefed about when sanctions and penalties against contractors can be used and when not. The following
          chain should be understood: ToR should exactly reflect the expectations of the beneficiary – the quality of
          the contractual work done should adhere to the ToR – evaluation of the quality of the contractor´s work
          should be very careful on the content level and not considered as a formal exercise. Penalties can only
          be instituted when the quality of the work does not adhere to the ToR and when the evaluation of the
          quality of the work before accepting the final report reflects that dissatisfaction. The CFCD should
          carefully explain to the beneficiaries about the chain, the influences and results, as well as about the
          beneficiary’s task to get into contact with the CFCD in case there is a necessity for instituting any
          penalties.


CSR III   The briefing should take place for example in the beginning of each project (e.g. during seminars,
          information days, trainings).
CSR III   It is advisable to request the Contractor establish within the proposed methodology the identification
          mechanism and criteria for the selection of training participants.




CSR III   Declarations of availability should be concluded with future trainers on the beneficiary side as a standard
          procedure. Dissemination on good practice of co-operation with Twinning partners (e.g. co-operation
          agreement) should be carried out during or shortly after the project. This could be done using the
          example of the PSA project.
CSR III   Projects containing training activities could increase the sustainability of the results by introducing the
          training materials and potential trainers to relevant (training) institutions (including Colleges, Universities
          and Schools).
CSR III   A large target group of a project is very useful for maximizing utility and impact of the project but indicates
          the need for very smooth and timely information exchange.




CSR IV    When analysing the needs of important target groups and involving them in project activities, it is of the
          utmost importance to measure their exact expectations and motivation to participate, especially if the
          success of such activities depends on them.
CSR IV   While searching for Twinning-partners, experience shows that the context and momentum of the topic in
         question plays an important role. This is even more so when the topic in question is very specific. In case
         the momentum (across Europe) and context for a specific topic are not advantageous, more attention
         should be paid to active lobbying and informing potential Twinning partners (providers) as in both cases
         the risk of a (too) low number of offers is bigger.




CSR IV   To balance the workload of the Estonian experts it would be useful to have the RTA/project assistant
         engaged throughout the project
CSR IV   If possible, July and August should be classed as “downtime” within Twinning Lights and should not count
         towards the eight month maximum duration. If this is not possible, then efforts should be made to avoid
         commencing Twinning Light projects in June – either by bringing the launch forward or delaying it until
         September.
        Category     Could be mainly    What aspects are
                      addressed to...       relevant?
Scope               Foundation Innove; To take into account
                    Enterprise Estonia while assessing new
                                       applications of R&D
                                             projects

Scope                       N/A                   N/A




Stakeholders                N/A                   N/A



Budget              Foundation Innove; To take into account
                    Enterprise Estonia while assessing new
                                       applications of R&D
                                             projects




Team                        N/A                   N/A

Stakeholders                N/A                   N/A



Business benefits   Ministry of Finance       Forward the
                        (Managing         recommendation to
                     Authority of SF)     the FB's of different
                                            measures (e.g.
                                               during the
                                           information days)
Twinning partners    CFCD; FB's which           For CFCD -
                        will apply for     recommending this
                    Twinning Light; State to new FBs who will
                     Chancellory who is apply for Twinning
                      managing the SF         Light; For State
                          measure         Chancellory - include
                       "Administrative        foreign partner
                     Capacity Building"      acceptance letter
                                            requirement to the
                                           application (in case
                                              of cross-border
                                             capacity building
                                                  projects)


Twinning partners           N/A                   N/A



Budget                      N/A                   N/A

Work and schedule



                            N/A                   N/A
Budget              Ministry of Finance   Forward the
                        (Managing         recommendation to
                     Authority of SF;     the FB's of different
                          officials       measures (e.g.
                     responsible for      during the
                     managing Swiss       information days)
                        fund); Line
                         ministries
                     responsible for
                      specific OP's.


Work and schedule




                            N/A                    N/A
Work and schedule
                            N/A                      N/A
Scope               Ministry of Finance      While developing
                        (Managing             new SF measure
                     Authority of SF;         decrees or Swiss
                          officials       fund regulations (soft
                     responsible for       measures e.g. ESF)
                     managing Swiss            and application
                        fund); Line       forms amend them to
                         ministries              include the
                     responsible for         requirement of FB
                      specific OP's.       providing the criteria
                                            for the selection of
                                           training participants.




Sustainability



                            N/A                    N/A
Sustainability

                            N/A                   N/A
Stakeholders        Ministry of Finance        Organise
                        (Managing            "Stakeholder
                     Authority of SF;       management"
                          officials       training for all key
                     responsible for     Final Beneficiaries,
                         managing             so that the
Stakeholders          Swiss/Norway      recommendation can
                        fund); Line      be taken into action
                         ministries          in the future.
                     responsible for
                      specific OP's.
Twinning partners    CFCD; FB's which           For CFCD -
                        will apply for     recommending this
                    Twinning Light; State to new FBs who will
                     Chancellory who is apply for Twinning
                      managing the SF         Light; For State
                          measure         Chancellory - include
                       "Administrative        foreign partner
                     Capacity Building"      acceptance letter
                                            requirement to the
                                           application (in case
                                              of cross-border
                                             capacity building
                                                  projects)


Work and schedule
                           N/A                     N/A
Work and schedule        CFCD; EC            For CFCD - not
                                            commencing the
                                              Twinning Light
                                           projects in summer
                                             period. For EC -
                                                 possible
                                            consideration for
                                              amending the
                                            Twinning manual.
Sector Evaluation periodor project specific
             Horizontal         Category                                     Conclusion

Social 2004 Horizontal      Team              In the case of inter alia the ES01.03.01 (social dialogue) project, the
                                              preparation of the project fiche was delayed partly due to the high
                                              turnover of staff and related loss of institutional memory. Different desk
                                              officers within the same institution commented on the same project
                                              document. The proposals for revisions were subsequently changed and
                                              the project launch delayed. If all entities involved in the specific projects
Social 2004 Project-specific ustainability
                           S                  would case of the 2002/000-579.04.03 (occupational health) project the
                                              In the meet at the same time around the same table, then
                                              possible dissolving of the OHC will endanger the practical realisation of
                                              the results created by the project. The staff is unaware of the future
                                              status of the OHC and strategic planning for the future is difficult. The
                                              political risks linked to the implementation of a project needs to be
                                              analysed well in advance and be avoided through the formulation of the
                           S
Social 2004 Project-specific takeholders      project documentation. The Government needs to take increased as
                                              The positive experiences of changes in attitudes among officials,
                                              registered inter alia in the 2002/000-579.04.01 (enhancing the
                                              employability of the disabled) project, have a wide impact on future
                                              policy planning and legal adoption. Increased support towards the
                                              realisation of project objectives by a wider group of people than the
                                              stakeholders of a project as well as tolerance towards a marginalised
Social 2004 Horizontal      Team              Phare group should beincreasingly be seen as in tool of achieving the
                                              target projects should increasingly supported a Phare projects.
                                              objectives within the accession process as well as those of the Ministry
                                              involved. The increase of tasks of officials will decrease output and
                                              quality of the results obtained. Projects should be integrated as part of
                                              ordinary tasks of officials at Ministries and not considered as additional
                                              undertakings.
Social 2004 Project-specific cope
                           S                  The ES01.03.01 (social dialogue) project was carrying out training
                                              components related to different aspects of labour relations. The very
                                              broad subjects of training components did not always fulfil the real
                                              needs of the target group. Project resources are more efficiently spent
                                              if the needs (including for training) are well assessed in advance.

Social 2004 Horizontal      Phare rules       Among other projects relevant for the ES 03/IB/TWP/ESC/08 and
                                              2002/000-579 EE02-IB-SO-03. In many cases the level of re-
                                              imbursement of expert costs is lower in the EC than in many of the MS.
                                              Restrictions on the type of re-imbursable costs (ex. per diems for travel
                                              days and for work in the home country) makes it difficult to attract
                                              experts for short term assignments. In many cases a lot of the work
Social 2004 Horizontal      Phare rules       cansomebe done in advance by the have plannedcountry of origin (ex.
                                              On also occasions Phare projects expert in his to save money
                                              through the purchase of cheaper return air-tickets, without using the
                                              return part. This has not been possible and a more expensive ticket
                                              has been bought so as to guarantee re-imbursement. Ex. 2002/000-
                                              579.04.01 (enhancing employment opportunities for people with
                                              disabilities) project. The Phare financial rules are sometimes
Social 2004 Project-specific hare rules
                           P                  In the 2002/000-579.04.03 (increase save money.
                                              hampering the attempts of projects toof the coverage and effectiveness
                                              of occupational health services in Estonia) project, a change in the
                                              regulations on expert fees occurred during project implementation. This
                                              made getting adequate expertise more difficult. The Phare financial
                                              rules are sometimes making it difficult to obtain short-term expertise.

Social 2004 Project-specific hare rules
                           P                  Within the 2002/000-579.04.01 (Enhancing employment opportunities
                                              for People with disabilities) project the expert who was in a wheel-chair
                                              was not able to have the costs of his personal assistant covered or
                                              those of a special taxi, by the project. Without these the expert was not
                                              in a position to carry out his tasks. The Phare financial rules are
                                              sometimes hampering the obtaining of the objectives of a project.
Social 2004 Horizontal      Team              Currently the high turnover of staff at CFCU has resulted in delays in
                                              the processing of different files (including tender dossiers, payments
                                              etc.). This has hampered sufficient project implementation inter alia
                                              concerning the procurement component in the 2002/000-579.04.02
                                              (social security co-ordination rules project) and for payments in the
                                              ES01.07.03 (youth employment) project. Strengthening of human
                                              resources in MoF/CFCU is crucial so as to guarantee successful
Social 2004 Project-specific hare rules
                           P                The 2003/005-026.06.01 (implementation and further development of
                                            the national drugs strategy) project was recently provided with
                                            conditionality by the ECD. According to the note the project will
                                            terminate if the Government has not adopted the drug strategy by a pre-
                                            defined date. Phare projects should not be based on contents or
                                            include components which require the adoption of external political
Social 2004 Horizontal     Sustainability   decisions so as to enable the start of project implementation. Thus this
                                            The Phare 2003/005-850.02.01 (development of administrative
                                            capacity of national authorities in the field of gender mainstreaming)
                                            project has put as one of its foreseen results to build up a virtual center
                                            of expertise in gender issues. This will require continued action by the
                                            Government after the finalisation of the project. Also the 2002/000-
                                            579.04.03 (increase of the coverage and effectiveness of occupational
Social 2004 Horizontal     Stakeholders     health services in Estonia) project isNGOs have often limitedcapacities
                                            ES00002 and 2002/000-579.08.02. aimed at strengthening staff
                                            resources, administrative capacity and experience in managing
                                            projects and especially their financial components. This will pose
                                            specific challenges when they are dealing with EC funds and
                                            regulations. Special attention and effort should be given to assist
                                            NGOs in EC grant management.
Social 2004 Project-specific takeholders
                           S                ES00002 and 2002/000-579.08.02. NGOs have an important role to
                                            play in policy formulation, service delivery and the bringing closer of EU
                                            issues to the ordinary citizen. NGOs also have related expertise and
                                            capacity to work with marginalised groups. This resource should be
                                            efficiently used. NGOs potential as a constructive force in enhancing
                                            democratization, equality and support for marginalized groups should
                           S
Social 2004 Project-specific takeholders    be further strengthened
                                            ES01.07.03. Unemployment levels for the youth are high in Estonia.
                                            Efforts to alleviate unemployment through the development of related
                                            schemes are currently under way in parallel in the Government and in
                                            the framework of a Phare project. Efficiency, impact and synergy would
                                            increase through cooperation. The coordination of measures to
                                            alleviate unemployment would likely enhance the situation of the
Social 2004 Horizontal     Sustainability   unemployed. 2002/000-579.08.02. Many valuable initiatives are
                                            ES00002 and
                                            currently being undertaken in areas relevant for future ESF and EQUAL
                                            operations in Estonia. Impact, sustainability and progress concerning
                                            the issues at hand would be obtained if the successful initiatives could
                                            receive continued funding in the future. Sustainability of Phare funded
                                            projects would be enhanced if relevant links would be created to follow
                           S
Social 2004 Project-specific takeholders    up funding through the ESF and EQUAL.
                                            The ES01.07.03 (youth employment) project has been given a
                                            relatively short implementation period during which many activities
                                            should be carried out on a regional level at the same time. Much of the
                                            success of the project relies on the input given by the regional/local
                                            labour market offices. This is a potential threat for the implementation
                                            of the project. A similar threat is also evident for the drug strategy
Social 2004 Horizontal     Stakeholders     project The risk in project implementationof good work is carried out by
                                            ES00002 and 2002/000-579.08.02. A lot can be decreased through
                                            NGOs through EC funding. The sustainability of the individual initiatives
                                            is however to be questioned since the financial and administrative/staff
                                            resources of NGOs are limited. Increased efforts to enhance impact
                                            and sustainability in the use of EC funds are needed. NGO activities
                                            need to be supported on a long-term perspective
Social 2004 Project-specific takeholders
                           S                The recently initiated Twinning Light: EE02-IB-SPP-02 project aiming at
                                            supporting the future management of EQUAL is a sub-part of a wider
                                            Phare project governed/implemented by MoF and not linked to the
                                            ministry in charge of EQUAL (MoSA). In addition the MoSA project
                                            implementation team is not well informed about division of tasks,
                                            responsibilities and their foreseen role in the project. Big “accession
Social 2004 Project-specific udget
                           B                facility” type of projects where several ministries arefor the launch of
                                            Twinning Light: EE02-IB-SPP-02. The preparations involved need to
                                            the EQUAL programme are on their way, but there has not been taken
                                            any decision by the Government on which budget line that should be
                                            applied. So as not to endanger the launch a decision should be made
                                            soon. The Government needs to make the related financial decisions
                                            enabling the EQUAL launch.
Social 2004 Project-specific ork and schedule
                           W                    In some cases the preparation of a project might take so long that the
                                                situation on the ground might change before the start of the project.
                                                This was partly the case of the 2002/000-579.04.03 (occupational
                                                health) project The planning of individual projects should be short
                                                enough so as to avoid changes in conditions that might have an impact
                                                on the relevance or impact on future project activities.
Social 2004 Horizontal     Team                 Some projects for which the preparation of legislation is a core activity
                                                the access to permanent legal expertise is a pre-requisite to success.
                                                This was inter alia the case of the ES01.03.01 (social dialogue) project
                                                within which (MoSA) suddenly there were no expertise available. Legal
                                                expertise is one of the core expertise of a ministry and it should be
                                                secured.
Transport
       2004 Horizontal     Risks                 All projects are delayed except 2003/005-026.04.01, which
                                                implementation has just started. Unexpected difficulties (e.g. lack of
                                                suppliers of technical equipments) have caused delays especially in
                                                the beginning of the projects. (ES 9808.01.01, (2002/000-
                                                579.02.01,2002/000-579.02.02). Risk assessment has been
                                                inadequate in identifying significant risk factors and their consequences
Transport                  W
       2004 Project-specific ork and schedule   on project objectives.
                                                ES 9808.01.01 is already finished, but approximately 1/3 of the rails
                                                remain still to be installed. Project management has been inadequate.




Transport
       2004 Horizontal     Work and schedule    Monitoring has not been effective (ES 9808.01.01, 2002/000-
                                                579.02.01) and MoEAC has been unaware about the progress of the
                                                project (ES 9808.01.01). Monitoring has been insufficient.




Transport
       2004 Project-specific eam
                           T                    Delays in project preparation and implementation have occurred due to
                                                high turnover of staff in MoEAC (all projects). There has been also a
                                                lack of experience in preparation of files (e.g. tender
                                                dossiers and technical specifications) which has hampered project
                                                implementation.(2002/000-579.02.02)
                                                 Strengthening of human resources in MoEAC is crucial in order to
       2004 Project-specific takeholders
Transport                  S                    guaranteeall official communication goesprojects. Beneficiary to the
                                                Currently successful implementation of from the
                                                MoEAC who then forwards their requests to the CFCU. Response from
                                                the CFCU to Beneficiary comes again via the MoEAC. (2002/000-
                                                579.02.01). The current system where the MoEAC is responsible for all
                                                communication between the Beneficiary and CFCU is very time
                                                consuming and delays are likely to occur.
Transport
       2004 Project-specific eam
                           T                    The technical knowledge was not adequate in MoEAC to do decisions
                                                in 2002/000-579.02.01. All needs are not taken into consideration in
                                                the formulation phase of projects and the planning takes too much
                                                time.




Transport
       2004 Horizontal     Work and schedule    The programming/project design process has taken significantly more
                                                time than estimated. As a consequence the beginning of the project
                                                activities has been delayed (ES 9808.01.01, 2002/000-579.02.01) Co-
                                                operation between the parties involved in the projects should be
                                                improved and increased by requiring more complete project preparation
                                                phase and by upgrading the acceptance level.
           Recommendation                Responsibl        Deadline    De-briefing reaction
                                              e
The specialists responsible for project  MoSA, MoF       End of        Recommendation, expected
implementation should be appointed in     (planning      September     output, addressee and
the first phase of project lifecycle. In    unit of      2004          deadline have been revised
case the people in charge are changing,    Foreign
the official rules of exchange of         Financing
documentation and tasks should be        Department,
foreseen. The ensure the sustainability
MoSA should implementation of project      Budget
                                            MoSA         Establishing Recommendation, expected
of project results.                                      the new unit output, addressee and
                                                         / department deadline have been revised




MoF should include into the                     MoF and During July    Recommendation, expected
Programming Guide a bullet point where         MoSA + all 2004         output, addressee and
the attention to the awareness rising will        line                 deadline have been revised
be mentioned. MoSA should consider             ministries
the awareness rising of each concrete
project.
MoSA should integrate Phare related              MoSA    MoF should    Recommendation, expected
tasks (not only a list of the projects) into             send the      output, addressee and
the departments’ workplans and monitor                   letter to     deadline have been revised
these fulfilments on a weekly basis. MoF                 MoSA within
should send an official letter to the                    3 weeks /
MoSA pointing out the above mentioned                    answer from
task. should include into the
MoF                                             MoF and  the MoSA
                                                         MoF should    Recommendation, expected
Programming Guide a bullet point               MoSA + all revise the   output, addressee and
mentioning the need to carry out training         line    Programmin   deadline have been revised
needs assessments. MoSA should                 ministries g Guide
review the projects in the planning                       within 3
phase whether the training needs                          weeks /
assessment have been foreseen or has
Phare financial regulations (or other          European MoSA year
                                                          End of       Addressee and deadline have
future replacing EC financing              Commission 2004             been revised
regulations) should become more               / DG
flexible so as to increase the            Enlargement
possibilities of re-imbursement of the
work of external short-term experts.
Work carried out in the home country as
The Phare financial regulations rules       European End of year       Addressee and deadline have
(also to be applied for other future       Commission 2004             been revised
replacing EC financing regulations)           / DG
should enable re-imbursement of the       Enlargement
cheapest possible air-fares, even if it
requires that there will be unused flight
tickets. in Phare financial rules (also to European End of year
Changes                                                                Addressee and deadline have
be applied for other future replacing EC Commission 2004               been revised
financing regulations) should only affect     / DG
projects in preparation. Those projects   Enlargement
for which contracts have been
concluded and co-financing
arrangements agreed(also to be applied Commission End of year
Phare financial rules should not have to                               Recommendation, addressee
for other future replacing EC financing       / DG    2004             and deadline have been
regulations) should become flexible       Enlargement                  revised
enough to de facto enable disabled
experts to act as experts in Phare
projects. Especially when the subject
matter of the project is to enhance the
Sufficient mechanisms to enhance              MoF     End July         Expected output has been
staffing resources should be put in place                2004          revised
in the CFCU (ex. independent
recruitment possibilities within MoF), so
as to enable them to carry out the
financial support functions to the Phare
projects as foreseen
Projects’ pre-conditions should be well MoF + all line MoF should revise the Programming Guide within 3 weeks
                                                       ministries   Recommendation, expected
targeted. MoF should include into the                               output, addressee and
Programming Guide a bullet point where                              deadline have been revised
the importance of planning and fulfilling
the pre-conditions will be pointed out.
The sentence “The project will not be
startedshould send to the MoF met”
MoSA until pre-conditions are an official   MoSA       By end of    Recommendation, expected
letter describing how the sustainability of            July 2004    output, addressee and
both projects will be guaranteed.                                   deadline have been revised




The official entities involved in          MoSA and         N/A      As the recommendation has
overseeing the management of NGO           ACCESS                    been fulfilled the issue is not
oriented grant schemes (incl. MoF,           TAO                     anymore relevant.
MoSA) as well as those managing them
(TAO) should pay relatively more time
and effort to the provision to the TAO
14. the grant applicant of accessible
andA similar nationally funded grant-       MoSA         Autumn      Recommendation, expected
scheme (support to NGO’s) should be                      2004        output, addressee and
foreseen after the end of the current                                deadline have been revised
projects.



Increased cooperation and coordination MoSA LMB              N/A     As the recommendation has
should be established in relation to the                             been fulfilled the issue is not
employment enhancement schemes                                       anymore relevant.
under preparation by the Government on
the one hand and the Phare Youth
employment project on the other.
The information including the project       MoSA         End of      Recommendation, expected
results and best-practices for projects                  September   output, addressee and
that cover areas relevant for future ESF                 2004        deadline have been revised
and EQUAL funding should be
presented. Summary information about
supported Access 2000 projects should
be added into MoSA’s web page.
Projects that rely heavily on the           MoF and      MoF should Recommendation, expected
involvement and staff input by structures    MoSA        revise the output, addressee and
belonging to stakeholders and thereby                    Programmin deadline have been revised
partly outside of the core project team -                g Guide
should conclude written cooperation                      within 3
agreements including tasks etc. prior to                 weeks
So start broaden the so as of
the as to of the projectimpact to NGO      MoSA TAO         N/A      The recommendation is not
initiatives financed through the ACCESS Relevant                     relevant.
programme more efforts should be given regional and
to linking the initiatives to the work of   municipal
municipal or regional structures          stakeholders
throughout Estonia. MoSA could initiate
The of regional cooperation meetings
a setinformation on the implementation in MoF, ECD,  End of July     One addressee has been
structures/procedures of the Twinning     Programme 2004             added
Light instruments needs to be               Officers
communicated in greater detail to project
partners.

So as to enable a launch of the EQUAL       MoSA         Budgetary   Sectoral issue,
programme in Estonia (preliminary                        decision    recommendation, expected
foreseen for summer - 04) the relevant                   process     output, addressee and
budgetary reservations / definitions of                              deadline have been revised
the budget lines should be done soon.
The project programming cycle for those       ECD MoF      End July      _
programmes that will overtake Phare           MoSA and     2004
(ex. Transition facility) should be           other line
shortened. This would avoid situations in     ministries
which the objective set for the project
might have been partly achieved already
MoSA should the project.
by the start of ensure the staff resources      MoSA       End July      Recommendation, expected
and co-financing also for other activities,                2004          output and addressee have
which will be implemented parallel with                                  been revised
the concrete project activities (e.g. legal
expertise).

Risk analysis of the projects should be          MoF       End of 2004 Was decided that MoF will
improved. Potential risk factors should                                revise the programming
be identified and the overall impact on                                guidelines for Transition
the project estimated for each. The                                    Facility to include the risk
results of the risk analysis should be                                 analysis.
used by the project manager to develop
In the future objectives and measures
performanceproject control and baseline          MoF    End of 2004 Was decided that MoF will
management processes should be                                      revise the programming
implemented at the inception of the                                 guidelines for Transition
project execution phase. Baseline                                   Facility with regard to project
management is used to measure                                       manage-ment. The case of late
progress and control changes to the                                 instalment of rails will be
scope, schedule, and cost baselines.
The projects’ Steering Committees                                   Was decided irregularity.
                                              MoEAC, SC End of 2004 processed as that MoEAC will
should follow the implementation of the                             reinforce the current
project more accurately and forward                                 monitoring system by
necessary information for decision                                  improving day-to-day
making to the Sectoral Monitoring Sub-                              monitoring and ensuring
Committees.                                                         passing SC decisions to
Sufficient mechanisms to enhance               MoEAC    End of 2004 SMSC
                                                                    Decision: Revision of internal
staffing resources should be put in place                                mandates in MoEAC after
in the MoEAC (ex. independent                                            completion of EDIS process
recruitment possibilities within MoEAC).                                 and reporting on current staff
More attention should be also paid to job                                situation in Monitoring Report
satisfaction and motivation of the staff.
The Beneficiary should be involved             MoEAC,      End of 2004 Decisions: Improve the
more in a decision making process and           CFCU                   informal interaction (via e-mail,
they could be trusted more in direct                                   on phone etc.) between the
communication with CFCU.                                               parties; increase the Po’s role
                                                                       in management.

The use of technical experts should be         MoEAC,      End of 2004 Reaction: already taken on
increased in order to investigate the           NAC                    board by MoF, will continue.
needs and effects of technical solutions.




The project plans (Project Fishes and          MoEAC,      End of 2004 Reaction: problem is identified
Covenants) should be "genuinely" ready          NAC                    by various parties and is being
for launch when accepted. This requires                                addressed. /Relatively early)
that all the involved parties’ points of                               contracting rates are
views are taken into consideration in the                              increasing. Efforts will
project plan.                                                          continue.
Follow-up (next MR)                    Follow-up (next evaluation)     Status       Could be mainly   What aspects
                                                                                    addressed to...   are relevant?
Recommendation has been                For the time being all the     Implemented         N/A              N/A
considered regarding all the           recommendations have been
projects which are to be               to a large extent implemented.
implemented.



OHC has finished its’ activities and   For the time being all the     Implemented        N/A              N/A
a new unit dealing with issues in      recommendations have been
the field of occupational health and   to a large extent implemented.
safety has been established under
Healthcare Board.
Staff will be hired in public
competition on vacancies during
The checklist of fiches and            For the time being all the     Implemented        N/A              N/A
guidelines for drafting fiche has      recommendations have been
been revised accordingly.              to a large extent implemented.




MoSA is always considering related For the time being all the
MoSA has integrated Phare                                         Implemented            N/A              N/A
tasks into the departments’ work   recommendations have been
plans and is monitoring the        to a large extent implemented.
fulfilment on a quarterly basis.



The checklist of fiches and            For the time being all the     Implemented        N/A              N/A
guidelines for drafting fiche has      recommendations have been
been revised accordingly.              to a large extent implemented.


MoSA has reviewed the projects in
terms of training needs
N/A                               For the time being all the     Implemented             N/A              N/A
                                  recommendations have been
                                  to a large extent implemented.




N/A                                    For the time being all the     Implemented        N/A              N/A
                                       recommendations have been
                                       to a large extent implemented.




N/A                                    For the time being all the     Implemented        N/A              N/A
                                       recommendations have been
                                       to a large extent implemented.




N/A                                    For the time being all the     Implemented        N/A              N/A
                                       recommendations have been
                                       to a large extent implemented.




Due to the EDIS audit all the          For the time being all the     Implemented        N/A              N/A
management and financial               recommendations have been
structures in the CFCU have been       to a large extent implemented.
carefully examined and improved        The only exception is the
accordingly.                           overall recommendation
                                       regarding the mechanisms to
                                       enhance staffing resources at
MoSA has paid more attention on       For the time being all the     Implemented    N/A   N/A
targeting pre-conditions for future   recommendations have been
projects, especially during the       to a large extent implemented.
elaboration process of Project
Fiches for TF projects.

MoSA has sent fiches and
The checklist of the clarifying letter For the time being all the     Implemented   N/A   N/A
(27.10.2004 no. 9-4.1/13367)           recommendations have been
explaining how the results of the      to a large extent implemented.
project no. 2002/000-579.04.03 will
be sustained.

Sustainability of the project no.
For Access 2002 manual for            For the time being all the     Implemented    N/A   N/A
grantees has been compiled, also      recommendations have been
the recommendations concerning        to a large extent implemented.
Access 2000 by the audit
department of MoSA will be paid
attention to with Access 2002.
Information days for project
There is a nationally and annually    For the time being all the     Implemented    N/A   N/A
funded grant scheme from the          recommendations have been
finances of the gambling tax.         to a large extent implemented.




The parties concerned have met     For the time being all the     Implemented       N/A   N/A
and information has been           recommendations have been
exchanged. MoSA will integrate the to a large extent implemented.
recommendations of youth
employment into its employment
strategy.
Information has been added to        For the time being all the     Implemented     N/A   N/A
MoSA’s web-page (Access 2000). recommendations have been
In case of Access 2002 the           to a large extent implemented.
information of the financed projects
will be added after all the project
contracts have been signed.
Written agreements between the        For the time being all the     Implemented    N/A   N/A
consortium members have been          recommendations have been
concluded in the beginning of the     to a large extent implemented.
project.



MoSA is not the institution to        For the time being all the     Implemented    N/A   N/A
organize co-operation meetings for    recommendations have been
NGOs and municipalities. We have      to a large extent implemented.
suggested for Access 2002 project
proposals that projects that have
the support of municipalities (or
municipalities are acting as
Could not find information            For the time being all the     Implemented    N/A   N/A
                                      recommendations have been
                                      to a large extent implemented.




Could not find information            For the time being all the     Implemented    N/A   N/A
                                      recommendations have been
                                      to a large extent implemented.
Project Fiches for Transition   For the time being all the     Implemented                     N/A                     N/A
Facility programmes 2004 and    recommendations have been
2005 have been presented to MoF to a large extent implemented.
in time.



MoSA has foreseen sufficient staff For the time being all the     Implemented                  N/A                     N/A
and financing resources necessary recommendations have been
for implementation of projects.    to a large extent implemented.




MoF will revise the programming         According to the Monitoring    Implemented             N/A                     N/A
guidelines for Transition Facility to   Report some action has been
include the risk analysis.              taken or is to be taken
                                        regarding all of the
                                        recommendations. The
                                        activities have not been
MoF will revise the programming         completed to the Monitoring
                                        According by the deadline      Implemented             N/A                     N/A
guidelines for Transition Facility      Report some action has been
with regard to project                  taken or is to be taken
manage¬ment. The case of late           regarding all of the
instalment of rails will be processed   recommendations. The
as irregularity.                        activities have not been
MoEAC will reinforce the current        completed to the Monitoring
                                        According by the deadline      Implemented             N/A                     N/A
monitoring system by improving     Report some action has been
day-to-day monitoring and ensuring taken or is to be taken
passing SC decisions to SMSC       regarding all of the
                                   recommendations. The
                                   activities have not been
Revision of internal mandates in   According by the deadline
                                   completed to the Monitoring         Implemented             N/A                     N/A
MoEAC after completion of EDIS          Report some action has been
process and reporting on current        taken or is to be taken
staff situation in Monitoring Report    regarding all of the
                                        recommendations.

Improve the informal interaction    The activities do not exhibit      Implemented             N/A                     N/A
(via e-mail, on phone etc) between sufficient action
the parties; increase the PO’s role
in management.



Already taken on board by MoF, will According to the Monitoring        Relevant         Ministry of Finance     Forward the
continue.                           Report some action has been                       (Managing Authority of    recommendation
                                    taken or is to be taken                                SF; officials        to the FB's of
                                    regarding all of the                                 responsible for        different
                                    recommendations.                                 managing Swiss fund);      measures (e.g.
                                                                                          Line ministries       during the
                                                                                     responsible for specific   information days)
                                                                                               OP's.



Problem is identified by various       The activities do not exhibit   Implemented N/A                          N/A
parties and is being addressed.        sufficient action
/Relatively early) contracting rates
are increasing. Efforts will continue.
No of CSR




CSR II




CSR II




CSR II




CSR II




CSR II




CSR II

CSR II




CSR II
CSR II




CSR II
CSR III




CSR III

CSR III




CSR III

CSR III




CSR III

CSR III




CSR IV




CSR IV
CSR IV
                                                                 Best practice



Well formulated objectives and indicators (AGR sector). Objectives were formulated as desired future situations, indicators were specific
and relevant with clear target values mentioned.




The organisation of a baseline survey before the start of a project (CUL sub-sector of the INT-TRA sector). The Ministry of Culture took the
trouble to measure the level of the project’s performance indicator at the start of the project, which has clearly facilitated the evaluation of
the project’s effectiveness.




The active search for Twinning partners (EDU sector). Building on previous co-operation forms, which have proven successful, has made
Twinning in this sector efficient and effective. A pro-active attitude to make their Twinning project known to a wider group of potentially
interested and suitable partners has brought some beneficiaries in this sector success. \




The introduction of a risk-analysis methodology, analysing mainly the capacity of grant beneficiaries in the broad sense, at the moment of
signing the grant contracts, has increased awareness among beneficiaries on implementation issues and improved issues such as reporting
(CBC sector)




The CBC sector has developed a document- and communication monitoring system, existing of a simple database with an overview of all
important documents in circulation, facilitating efficient solving of administrative bottlenecks.




The Steering Committees in the TRA sector have been initiated early in the project cycles, have been held regularly and their decisions
have been documented and communicated clearly.
The measurement of a project’s effectiveness by means of a separate, small-scale survey has given the JUS sector important feedback
about the do’s and don’t of similar interventions.




Strategic thinking among municipalities has been fostered by an integrated approach in the ESC sector: a grant scheme on energy
efficiency required applicants to analyse their energy sector thoroughly. In combination with a series of training-seminars, the grant scheme
has done much more than just facilitate a number of investments into energy infrastructure, even for those municipalities that did not receive
support.
A small, but crucial change in the activities of a project in the HAF sector has made a big difference for its sustainability. Instead of
producing a set of paper copy reports, the decision was made to create an intranet for stakeholders, by means of which the networking
effects established look sure to remain in place.



Project stakeholders in the SOC and EDU sectors have been particularly active in starting to write applications to various programmes in
order to secure funding for follow-up activities. When thinking about such actions still during the Phare/TF project, this might prevent
possibly damaging “gaps” in financing.
The HAF projects are highly justified because they are directly derived from the sectoral needs identified in national strategies.




Possibilities for positive impact of the INT-TRA projects are very promising, especially because of the noteworthy socio-economic impact
and the notion that some projects have managed to act as springboards for further related activities in the field.
Positive relevance issues include successful target group inclusion and widening the scope of projects by enlarging their groups of
stakeholders, which has been especially successfully implemented in the FIN and INT-TRA sectors.




Future financing has been successfully secured for projects in the majority of the sectors evaluated (especially in the INT-TRA, ENV and
FIN sectors).
In several cases the developed systems are flexible, which means that the outputs are adjustable and can be used for new contexts (like for
some FIN projects).




Sustainability is enhanced by the usage of the training-of-trainers methods, which is nicely demonstrated by, for example, the JUS sector
and some FIN sector projects.
Information dissemination and publicity issues are facilitated by the production of movies (as evidenced by samples from the INT-TRA
sector).




Consistent application of training-of-trainers in the AGR sector.




Training of top management in addition to specialised staff in the JUS sector
Various projects have involved relevant target groups and considered their attitudes (SOC sector)
        Category       Could be mainly             What aspects are
                        addressed to...               relevant?
                    Final Beneficiaries of   Development of indicators
                    SF and foreign aid       according to SMART
Indicators          projects                 principles.


                                           Forward the best practice
                                           to FBs in order to improve
                                           the project design and
                    Implementing           monitoring skills at the
Business benefits   Agencies of SFs        grass root level.
                     CFCD; FB's which will          For CFCD -
                      apply for Twinning   recommending this to new
                          Light; State        FBs who will apply for
                      Chancellory who is    Twinning Light; For State
                       managing the SF        Chancellory - include
                           measure                foreign partner
                        "Administrative          acceptance letter
                      Capacity Building"        requirement to the
                                              application (in case of
                                              cross-border capacity
                                                 building projects)

Twinning partners
                      Ministry of Finance While developing new SF
                     (Managing Authority       measure decrees or
                        of SF; officials      Swiss fund regulations
                       responsible for        and application forms
                       managing Swiss            improve the risk
                    fund); Line ministries        management
                       responsible for     methodology contained in
                        specific OP's.       the applications to be in
                                           line with the best practice.
                                            Provide training for FB's.

Risks
                                          Forward the best practice
                                          to FBs in order to improve
                                          the project management
                    Implementing          skills at the grass root
Work and schedule   Agencies of SFs       level.
                      Ministry of Finance   Organise "Stakeholder
                     (Managing Authority management" training for
                        of SF; officials  all key Final Beneficiaries,
                       responsible for              so that the
                           managing        recommendation can be
                     Swiss/Norway fund);    taken into action in the
                        Line ministries               future.
                       responsible for
                        specific OP's.


Stakeholders

Business benefits   N/A                      N/A
                      Ministry of Finance
                     (Managing Authority
                        of SF; officials
                        responsible for
                       managing Swiss
                                             Appraise projects which
                    fund); Line ministries
                                             have used integrated
                        responsible for      approach in project design
                         specific OP's.      - combining infrastructure
                                             investments with soft
Scope                                        component.
                    Final Beneficiaries of   Consider using the
                    SF and foreign aid       approach mentioned in
Sustainability      projects                 the recommendation

                                             While developing
                    Final Beneficiaries of   sustainability plans take
                    SF and foreign aid       into account the aspect of
Sustainability      projects                 financial sustainability
Scope               N/A                      N/A
                                             In case of large change
                                             projects it is
                    Final Beneficiaries of   recommended to
                    SF and foreign aid       implement pilot project
Business benefits   projects                 before the main project.

Stakeholders        N/A                      N/A

                                             While developing
                    Final Beneficiaries of   sustainability plans take
                    SF and foreign aid       into account the aspect of
Sustainability      projects                 financial sustainability

Sustainability      N/A                      N/A


                                             While assessing the
                                             projects with training
                                             component give additional
                                             points to those who
                    Foundation Innove;       propose using the train-
Sustainability      Enterprise Estonia       the-trainer approach.

Stakeholders        N/A                      N/A


                                             While assessing the
                                             projects with training
                                             component give additional
                                             points to those who
                    Foundation Innove;       propose using the train-
Sustainability      Enterprise Estonia       the-trainer approach.

                                             In case of critical projects
                                             involve top management
                    Final Beneficiaries of   by providing training on
Stakeholders        TF projects              the subject of the project.
Stakeholders        N/A                      N/A
Work and schedule   32
Stakeholders        31               Recommendations by categories
Sustainablity       20
Team                19                                               Work and schedule
Business benefits   17                                               Stakeholders
Budget              16
                                                                     Sustainablity
Scope               12
Twinning partners   11    6%         3% 3% 3%                        Team
Indicators           6   7%                     18%                  Business benefits
Phare rules          6
                                                      18%            Budget
Risks                5
                          9%                                         Scope
                                                                     Twinning partners
                               10%                                   Indicators
                                        11%           12%
                                                                     Phare rules
                                                                     Risks
Work and schedule
Stakeholders
Sustainablity


Business benefits
Budget
Scope
Twinning partners
Indicators
Phare rules

				
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Description: Importance of Business Communication Conclusion and Recommendation document sample